Effective Performance Effective Performance Management Management

in the Singapore Civil Servicein the Singapore Civil Service

Conference on Improving Public Service Performance in the OECS Countries in Times

of Crisis 2-3 Nov 09

Outline

• Philosophy

• Performance Management Framework &

Cycle

• Key Features of Appraisal System

• Staff Appraisal Process

• Key Success Factors

• Challenges

Philosophy

We start with the belief that every officer

has talents and abilities

If every officer is given the opportunity to

make the best of his/ her abilities:-

• The officer derives satisfaction from work

• The organisation derives maximum

benefits from its talent pool

Performance Management Framework

DEVELOP

PLAN

EVALUATE

MONITOR

Feedback

Fee

db

ack

Feedback

REWARD & RECOGNITION

Performance Management Cycle: Planning Stage

How?• Set Expectations - Work Targets

• Plan Training & Development

Why?• Strengthens commitment of supervisor and officer

• Ensures that officer understands the work plan

• Helps officer focus on priorities

• Clarifies boundaries of responsibility so that officer

can

be proactive in meeting his targets

Performance Management Cycle: Monitoring Stage

How?

• Focus on updating progress

• Regular feedback

Principle of ‘no surprises’

• Coaching

Performance Management Cycle: Monitoring Stage

Why?• Supervisor benefits from:

More control and flexibility in managing

changes

Enhanced skill as a people developer

• Officer benefits from:

Timely feedback

Less likelihood of unpleasant surprises

Enhanced performance at current job

Preparation for future postings

Learning from experiences

Greater independence

Motivation to improve

Performance Management Cycle: Evaluating Stage

How?

• A Rigorous appraisal system

• Performance and potential Assessment

• Ranking

Why?

• Fair and Rigorous Assessment

• Consolidated Feedback

• Sense of Achievement

• Motivation

APPRAISAL

An appraisal system that is fair and seen to be fair.

Evaluating Stage:The Appraisal System

Why Appraise?

• To uncover & take stock of talent within the

organisation

• To know the strengths and weaknesses of our

officers

• To spot talent as early as possible

• To better deploy and develop our officers

What are Appraised?

• Performance

• Potential (CEP)

Evaluating Stage:Potential Appraisal

What is Potential?

Currently Estimated Potential (CEP):

An estimation of the highest appointment or

level of work an officer can ultimately handle

competently

Evaluating Stage:Potential Appraisal

CEP is the key cornerstone which underpins our

personnel management system. A number of our

personnel processes rely on CEP assessment.

Examples: -

• Career Advancement / Promotion

• Merit Increment

• Selection for Training Awards

• Succession Planning

• 7 qualities grouped into 3 clusters:

– Analytical and Intellectual Capacity

– Influence and Collaboration

– Motivation for Excellence

Evaluating Stage: Appraisal Model

Presence of ‘De-railers’ / Mitigating factors

Evaluating Stage: Potential Assessment

Potential

(CEP) =Degree of demonstration of Appraisal Qualities

Assessment of officer’s potential to manifest Appraisal qualities at higher

level

+

+

Overall Performance Grade =

+Achievement of Work Targets

Demonstration of Appraisal

Qualities

Evaluating Stage:Performance Assessment

Evaluating Stage:Performance Assessment

Individual Work Contribution:

• How well are the targets met?

Met objectives? Met/Exceeded standards of

performance?

Timely?

Degree of competency?

Job scope?

• Valid assessment is dependent on target-setting process.

Evaluating Stage:Performance Ratings

Performance Ratings

• ‘A’, ‘B’, ‘C’, ‘D’, ‘E’

• ‘D’ is a satisfactory rating

• ‘E’ is an adverse rating

Evaluating Stage:Staff Appraisal Process

• Complete Staff Appraisal Report

• Open Section for joint discussion

• Closed Section for supervisor’s

evaluation

• Conduct Ranking of officers

Evaluating Stage:Ranking Process

Supervisors’ assessments on Performance and CEP

Input for Dept Ranking

Input for Ministry Ranking

Endorsed at Personnel Board

Performance Management Cycle: Developing Stage

PERFORMANCE MANAGEMENT

CYCLE

TRAINING & DEVELOPMENT

Identify Gaps

Close Gaps

Performance Management Cycle: Reward & Recognition Stage

Outcomes of the performance and potential

assessments will impact:

• Promotion

• Performance Bonus

• Merit Increment

• Succession Planning

• Training Awards

Key Success Factors

• Commitment of senior management

• Perception of the appraisal system as fair

• Readiness for officers and supervisors to provide and

receive

honest feedback

• Accountability of supervisors for their assessment

Challenges

• Stronger link between pay and

performance

• Higher demand for a more open and

transparent system

Greater transparency

Clearer feedback

THANK YOUTHANK YOU

- Johann Wolfgang Von Goethe - Treat people as if they were what they ought to be and you

help them to become what they are capable of being.